Chili Piper’s Meeting Limits help ensure your team’s calendar stays organized and manageable. By setting limits on the number of meetings a user or team can book within a given timeframe, you can prevent overbooking, balance workloads, and maintain a high-quality customer experience. This feature makes scheduling more predictable and helps your team focus on the meetings that matter most.
Table of Contents
Where can Meeting Limits be Applied?
There are some places where users can set Meeting Limits, depending on their level of access.
1 - Distributions
As an Admin or Workspace Manager, click Distributions (Assets) in the left-hand menu and open the one you want to edit.
Then, you should set it in each Meeting Distribution's Calibration Settings in the header:
After clicking the button, you will be prompted with a pop-up to set the Time Period and the Reset Times. Click Save & Close once ready.
In this example, we set a Daily limit to be reset at 12:00 AM UTC:
If Limits are set at the Distribution level, any setup using the Distribution will have the Limits applied, such as Concierge and Round-Robin Scheduling Links.
A few considerations, still using the example above:
- The Limit will not allow more meetings to be booked if there are two occurrences for the same day. It does not matter when the meetings were booked; what matters is how many are scheduled for the same day.
- Practical example: The rep starts their day and receives two meetings for July 27th straight away. During the day, the rep can still have more meetings assigned and booked for other days, but July 27th will not be an available option since they already have two meetings in their calendar booked for that day.
Use the Custom option to set any specific timeframe that is not covered in the pre-defined options in-app.
Once done, the Limit column will be enabled so you can set the limit per user. In the example below, we set a Daily limit of 10 meetings for Madonna:
This means that, after receiving the tenth meeting for the day, Madonna will not be available until the limit is reset.
You can set the same Limit for everyone like this:
Also, note that the limits are set individually per Team member. This means you can have a scenario like the one below, where one user has a daily limit of 10 meetings, and another has 20.
2 - Meeting Types
As an Admin or Workspace Manager, click Meeting Types (Assets) in the left-hand menu and open the one you want to edit. The setting can be found in the Meeting Type's Advanced Settings.
You can set this limit per Email (e.g., john@acme.com) to set the limit per individual user or Domain (e.g., @acme.com) to set a broader limit, covering all users from the exact domains.
Below, you can set the Limit (number) within one specific timeframe (Hour, Day, Week, Month, Year, Custom). Use Custom to set anything not covered by our pre-defined Limits (e.g., 30, 40, 45).
Below, you can define when and at which Timezone the Limit will be reset. For example, if you work with Weekly Limits, you can define which day of the week the Limit will reset. For Daily ones, the specific Hour of the day it will be reset, and so on.
For the example below, we set a weekly Limit of three meetings per domain. The Limit will reset every Wednesday at midnight EST. This means that users with @acme.com (hypothetical domain) can book only three meetings from Wednesday to Wednesday.
3 - Group and One-on-One Scheduling Links
Admins and Workspace Managers can find this setting after opening any of your Workspace's ChiliCal Group or One-on-One Scheduling Links.
You can set the Meeting Limit (number) within one specific Time Period (Day, Week, Month, Custom).
You can also define at what Time and Timezone the Limit will be reset. For example, let's suppose you start your working hours at 9:00 AM EST, so you may want to reset the limit at the beginning of your working day, but that's entirely up to you!
Can I set it for Round-Robin Scheduling Links?
Yes, but not directly in the Round-Robin Scheduling Links pages themselves. To set a Meeting Limit for a Round-Robin Scheduling Link, you can either set it in the associated Distribution or Meeting Type.
4 - Personal Scheduling Links
All users can edit this by editing their respective Meeting Types in MyApp and navigating to the Advanced Settings menu.
You can set this limit per Email (e.g., john@acme.com) to set the limit per individual user or Domain (e.g., @acme.com) to set a broader limit, covering all users from the exact domains.
Below, you can set the Limit (number) within one specific timeframe (Hour, Day, Week, Month, Year, Custom). Use Custom to set anything not covered by our pre-defined Limits (e.g., 30, 40, 45).
Below, you can define when and at what Timezone the Limit will be reset. For example, if you work with Weekly Limits, you can define which day of the week the Limit will reset. For Daily ones, the specific Hour of the day will be reset, and so on.
For the example below, we set a weekly Limit of three meetings per domain. The Limit will reset every Wednesday at midnight EST. This means that users with @acme.com (hypothetical domain) can book only three meetings from Wednesday to Wednesday.
FAQ
1 - Can I apply Meeting Limits to a Round-Robin Scheduling Link?
Yes, but not directly in the Round-Robin Scheduling Links pages themselves. To set a Meeting Limit for a Round-Robin Scheduling Link, you can either set it in the associated Distribution or Meeting Type.
2 - What if different Meeting Limits are set in various places?
Suppose you set a 4-meeting daily limit in a Distribution and a 5-meeting daily limit in a Meeting Type, which is also associated with the Distribution in a Concierge Router.
A new meeting will count towards both/all limits in such a case. The strictest (first-reached) limit always “wins”.
In our example, if the 4-meeting limit set in the Distribution is reached, the rep will not have any additional meetings for the day, even though the Meeting Type has a 5-meeting limit.
3 - Are Limits also applied to ChiliCal's Extension Scheduler?
Yes! If a Limit is reached there, Bookers should be warned, and the meeting will not be booked.
4 - Are Hosts with breached Limits considered for Availability for All while booking through the extension?
No, if a user has their limit reached and the Booker is using the Availability for All functionality, the potential Assignee should not be considered as available.
5 - Are cancelled meetings deducted from the Meeting Limit?
Yes, if a meeting is cancelled, it should be deducted from the rep's limit.
6 - Are rescheduled meetings deducted from the Meeting Limit?
Rescheduled meetings will be deducted from the rep's limit for the previous period and added to the new period's limit. If the meeting is rescheduled to the same period, it will still be counted for that period.
For example, suppose you have a daily limit of 1 set somewhere. A meeting is scheduled for Oct 1, then rescheduled to Oct 2. Now, the Oct 2nd limit has been reached, and Oct 1 is free to book.
In a different scenario, if the meeting is scheduled for Oct 1 but rescheduled to a different time within Oct 1, the limit will remain the same.
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